Records Disposition and Retention Schedules

Why Disposition Matters

Federal records have legal retention requirements. Per 44 USC Chapter 33 and SECNAV M-5210.1SECNAV M-5210.1, the Department of the Navy must retain records for specific periods and dispose of them per approved schedules.

Disposing too early destroys records still needed for legal, audit, or member benefit purposes. Retaining too long wastes storage and creates discoverability issues. PAC applies disposition correctly to balance these.

Three Outcomes for Every Record

Per SECNAV M-5210.1SECNAV M-5210.1, every record reaches one of three end states.

Permanent Retention

Records of historical, legal, or administrative significance retained indefinitely.

• DD-214 Separation Documents (permanent)
• Personal awards and citations (permanent)
• Officer Qualification Records (permanent)
• Records of significant disciplinary action (permanent)

Long-Term Retention with Eventual Disposition

Records retained for specified periods then disposed.

• OMPF documents typically retained 75 years after separation
• Pay records retained per DOD FMR Volume 7ADOD FMR Volume 7A schedules
• Travel records retained per JTR schedules
• Routine personnel actions retained per IRAM schedules

Short-Term Retention

Records of temporary value disposed within shorter periods.

• Working papers (typically 1 year)
• Routine correspondence (typically 2 years)
• Drafts and superseded documents (1 year)
• Convenience copies (until no longer needed)

NARA Approved Retention Schedules

Per 44 USC 3303a, the National Archives and Records Administration (NARA) approves federal record retention schedules. SECNAV M-5210.1SECNAV M-5210.1 implements NARA schedules for DON records.

PAC cannot deviate from NARA-approved schedules. Local PAC policy supplements but does not override.

Common Personnel Records Retention

OMPF Documents

MCTFS Records

Working Records

Performance Steps for Disposition

Step 1 - Identify Record Type

For any record requiring disposition action.

• Identify the document type
• Determine retention category
• Check current SECNAV M-5210.1SECNAV M-5210.1 schedule
• Verify any superseding MARADMIN updates

Step 2 - Calculate Disposition Date

Apply the retention rule.

• Permanent records: No disposition
• Date-based retention: Calculate from triggering event
• Event-based retention: Identify the triggering event
• Track disposition date in records system

Step 3 - Track Records Approaching Disposition

Maintain an upcoming disposition list.

• Records due in next 90 days
• Records due in next 30 days
• Records overdue for disposition

Review monthly.

Step 4 - Verify No Hold Conditions

Before disposing.

• Check for litigation hold (member or related action under legal proceedings)
• Check for active investigation involving the record
• Check for pending audit needing the record
• Check for member's pending application using the record

If any hold applies, retain past scheduled disposition until hold cleared.

Step 5 - Execute Disposition

When disposition is approved.

• For NARA transfer: Package and ship per NARA procedures
• For destruction: Per SECNAV M-5210.1SECNAV M-5210.1 destruction methods
• For UD/MIPS records: Per system disposition procedures
• Document disposition completion with witness

Step 6 - Update Tracking

After disposition.

• Note in records system that disposition completed
• Date and witness signature on destruction certificate
• Update retention tracking
• Archive disposition records (records of records)

Destruction Methods

Per SECNAV M-5210.1SECNAV M-5210.1 and DODI 5200.01DODI 5200.01.

• Paper records: Cross-cut shredding to NSA standards
• Electronic records: Cryptographic erasure or physical destruction of media
• Witness required for destruction
• Destruction certificate completed and retained

Member Records and Privacy Act

Per Privacy Act and SECNAV M-5210.1SECNAV M-5210.1, member records carry additional protections.

• Members have right to know what records exist
• Members may request copies of their records
• Members may request corrections
• PAC must respond to requests within statutory timeframes
• Disposition of records under Privacy Act has additional requirements

Audit Implications

Records disposition is audit-relevant.

• Auditors review disposition logs
• Premature disposition creates findings
• Retained records past disposition (without justification) creates findings
• Disposition without proper authorization creates findings

PAC self-inspections per IG Functional Area Checklist 5210 cover disposition compliance.

Common Disposition Errors

These hit on records management.

1. Premature destruction. Document disposed before retention period ended. Cannot recover. Audit finding.
2. Indefinite retention without justification. Records held past disposition without hold or override. Wastes storage and creates discoverability issues.
3. Destruction without witness. Single-person destruction without witness signature. Procedural failure.
4. Disposition without authorization. Records destroyed without checking schedule. May violate retention requirement.
5. Lost track of disposition dates. Records system not maintained. Disposition cycles missed.

Disposition Authority

Per MCO 5210.11MCO 5210.11, disposition authority resides with.

• PAC OIC: For routine disposition under approved schedules
• HQMC: For policy interpretation
• NARA: For schedule modifications and special cases
• Records Officer: For unit-level disposition oversight

Records Officer Role

Per SECNAV M-5210.1SECNAV M-5210.1, each PAC designates a Records Officer.

• Maintains current SECNAV M-5210.1SECNAV M-5210.1 reference
• Coordinates self-inspections
• Tracks disposition compliance
• Provides records management training
• Liaises with HQMC Records Management

Related Roles

Records disposition affects records availability for everyone.

• Marines retain rights to their records during retention periods.
• Leaders rely on retained records for member personnel actions.
• Commanders depend on records availability for unit actions and audits.